Organising and managing your event has just become easier! With our events management software you can roster and manage your staff or volunteers, keep staff updated by email, manage resources, use the planning tool and much more. A benefit of using a centralised events management system is that everyone is working with real-time & the latest information. You can finally say goodbye to multiple versions of excel spreadsheets and become more efficient.
Our events management software is designed to manage hundreds of events with ease, combining intelligent reporting and automated email notifications. Finding upcoming or past events, understaffed events and particular clients can be done quickly and easily for effective event planning.
Handles simple and complex event requirements
Rostering staff can be as simple as adding people to the event as needed, or as complex as specifying individual start and finish times for each person, as well as a variety of other information. The software allows you to indicate the role for each staff member at the event, designate the staff member to a location, and define the person in charge. Using a self-serve approach in event management means workload can be distributed among staff and/or volunteers. It also allows staff or volunteers to express interest in attending particular events and specify who is responsible for staff rostering. This will free up time for other team members and simultaneously allows you to keep track of your events, at anytime of the day.
Assigning resources & vehicles makes this information available to your staff & volunteers, giving them more information they need and reducing administration time required in these areas.
Finding staff for your events
In addition, the events system has a calendar functionality that allows staff to indicate their availability, offering full day, morning, afternoon or evening options. This feature is useful for long term event planning as well as last minute rostering.
Roster reminders & communication
Rostered staff/volunteers will be automatically reminded of their shift by email one week prior to the event, as well as receiving a reminder the day before.
Bookings from your website
We’ve got a bookings facility ready to go in the VTEvents rostering and event software system — all you need to do is add a link to your website, and we’ll take care of the rest! New customers will be added into your clients list automatically, and we’ll email you whenever a new booking comes in — ready for rostering and adding to your schedule.
CRM & Client portal booking area
The client portal lets your existing clients login to their own area within the system to view and manage their upcoming bookings, as well as view info on previous bookings which they’ve had. This also allows re-bookings of existing jobs & events, viewing rosters and the qualifications of staff assigned.
This is linked directly to the build-in CRM (Customer Relationship Management) which is included as part of the system, which includes facilities for managing clients, client contacts, histories of conversations and contact you’ve had, at-a-glance stats and performance information, and more.
Recurring bookings & events
Recurring events can also be setup so once you’ve added in the first, we’ll re-create it until you tell us otherwise. This could be anything from a regular staff meeting or training night, to an ongoing booking to send a medic to staff a school’s sick bay each Monday and Wednesday afternoons.
Staff will be notified automatically when event details change, including scheduled staff attendance times.
Self-service confirmation of hours & associated information
Post-event reporting by your staff & volunteers
Document uploading & management
Files and documents can be uploaded to the system for individual events, making document handling quicker and easier. It allows you to upload and share exhibition floor plans or schedules at any given time. In addition, descriptions can be added and the system will record when files were last updated.
Client details can be linked to events, making it easier for account managers to manage requirements for events.
Our client portal gives your clients access to;
Their upcoming & previous events / booking
Manage their own company & contact details
Create new event bookings & job requests directly into the system
Email notifications to your event staff of new bookings
Reports can be printed or saved to a variety of formats, including Excel & PDF documents.
Filtering & searching capabilities
Graphical analysis of expected income year by year
Want to try VTEvents event rostering software for free?We offer a free trial of VTEvents for 30 days.
Enter your email address below, and we'll setup a free trial for 30 days for you to use - no cost, and no obligation to continue if it's not right for you. We'll need a few extra details to setup the trial on your behalf, but we'll aim to get you up & running as soon as we can.
Alternatively, if you'd like to jump into it right now, head over to the sign up page to start you free trial now.